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Session based memberships

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Session based memberships - and everything you need to know


 How do session based memberships work in our system. How to create them and when the system charges / returns sessions in a membership.


Creating session based memberships


How to create session based memberships can be found in the article about creating memberships:


Creating memberships


When are the sessions from the subscription charged?


At the moment of booking a member in for a class (even in advance, for example classes next week) or after checking a member in to Open Gym (if you have "Open Gym" module activated). Cancelling a class booking returns a session to the person's membership.


IMPORTANT: Sessions from the memberships are charged at the time of BOOKING classes. Sessions are returned to the membership at the time of CANCELING the booking for the class.


Example


We have a gym member named Matt, who has 8 sessions left, which he can use until 1st of January.


Now we book Matt into classes:



We can see that Matt has one session less in his membership (7 sessions) after booking a class.

We can also see that Matt has 1 active bookings.


Active bookings are nothing more than the number of trainings we have booked that have not yet taken place.



Changing the guest with used session into a member


Let's say you've already booked a person for a workout, but they were only a guest at that time. Now you want to change them into a member.


In WodGuru, you can decide if you can take away that one used session from when they were a guest, or not 😉



This works only on the session based memberships.


Doubt resolution


If you are not sure if the number of sessions left in a gym membership is correct, you can easily check it. The tools we need are included in the club members edition, at the top in a USER LOGS section.


We can see there any changes that has been made to the membership.



On the example of the history of changes above, we can see that:

  1. The gym member purchased a membership with 4 sessions (number of available entries: 4).
  2. He booked a class (number of available entries: 3).
  3. He canceled his booking (number of available entries: 4).
  4. His booking was canceled by the gym crew (number of available entries: 4).
  5. He was booked in a class by the gym crew (number of available entries: 3).
  6. He was booked in another class by the gym crew (number of available entries: 2).


Cancelling a booking from the previous pass


A member is able to buy a new session based membership, if one of 2 conditions is met:

  • all sessions have been used
  • the membership has expired


So what happens, if a member has used up all of his sessions and wants to buy a new membership?


You can decide based on your club rules. In Settings > Bookings, you will find a setting: After purchasing a new membership, do not restore sessions from the old one.



It is disabled by default, but if you do not want sessions from the old memberships to be restored when a member cancels his bookings, you can enable it by clicking on an edit button and editing it there.


When extending the membership, they will get information from the system:



After purchasing a new membership, cancelling your bookings listed below will not restore your session entries: listed will be classes, for which a member has signed up using sessions from the previous membership.


A member can decide, whether they want to extend their membership right await, or do it later.


Changing a time-based membership to a session-based one


When switching from time membership to session membership, athlete will be signed out from all the future classes.



Present / Absent


In the attendance list you can also see the button "Present"


The "PRESENT" button is to make it easier for you to check the presence, nothing more. Clicking this button changes its color only, it does nothing else


Important : We assume that the people visible on the attendance list are actually present. The most important thing before starting classes is to make sure that all people in the training room are also on the attendance list (their sessions have been taken).


After reading the gym card before the class, the Present button will already be un-clicked.


Membership with unused sessions


- Club member can extend by oneself after the expiration date

- The club can ALWAYS extend - no matter if the pass has expired or not



In either case, sessions are lost.



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Updated on: 09/12/2025